9 Tips for Staying Alert During Business Meetings
Meetings are integral to any business, but they can be a drain on resources and time. Therefore, it is important to get the most out of them. Here are some great tips on remaining attentive and sharp during those important meetings.
1. Setting an Agenda
One of the most important elements to any meeting is the setting of an agenda. A common mistake is the lack of forward planning – everyone goes into the meeting with different conceptions about the focus of the meeting. This first hurdle is likely to be the primary reason any meeting doesn’t achieve its aims. Confusion stems from tasks that have no focus – large projects and even the most important meetings often suffer because participants become distracted due to meetings having a lack of focus. Participants can start thinking about other tasks at hand– and once they start daydreaming they are as good as gone. So how do you avoid this possible hurdle?
Creating a meeting agenda is an excellent way of bringing structure and focus into a meeting. Be aware that meetings are very time orientated – therefore splitting a meeting up into sections by time can be a very good way of ensuring a meeting flows by focusing on different problems within allotted times. This allows the participants to break down a problematic task into several steps that are dependent upon one another to solve the problem.
Organising the agenda before the meeting is also particularly important. By collaborating prior to a meeting you can set out discussion points that are important to all meeting delegates and allow the meeting delegates time to prepare. This method also allows delegates to build their own mental structure of the meeting.
2. Appropriately Set Timings
Whilst we’ve already mentioned the importance of splitting meetings into smaller sections it is equally important to be realistic with the way in which timings are set. Time limits can have some major disadvantages and can effect concentration as much as having no plan at all. When your delegates are worrying about how much time is left to discuss their important point they are no longer focused on the task discussed. Allow ample time to discuss each point and ask for feedback from delegates over certain meeting keystones.
Imposing time limits are still useful:
- Limited time? Impose a deadline (and preferably order your agenda according to importance!)
- Control the meeting. If you are discussing a product or project you are less likely to start adding additional features and ideas.
- Avoid procrastination – similar to limiting the scope but a time limited meeting means the audience has to focus on very specific tasks within a specific time limiting the chance for losing focus.
3. Take in a Notepad and Paper – Nothing Else
Distractions come in many forms but one form that is often the most distracting is the technological form. Tools that are often so integral to the mobile business (laptops, mobile phones) are often prime examples of distractions that can leave delegates missing extremely important points. Effectively you want delegates to enable a tunnelling mode when going into meetings whereby there are as few distractions as possible. Tunnel vision is typically used when working on your own – you shut down external sources by literally cupping your hands around your eyes’ focal field preventing external influences entering your peripheral. You can’t do that during a meeting but by physically removing your laptop or putting your phone on silent (and then into a bag) you limit distractions allowing you to concentrate on the task.
4. Organise the Meeting Early in the Day
Whilst it might not be surprising that the time of day greatly affects productivity it is nonetheless important to point out that most people are at their most attentive during the earlier part of the day. Having important meetings at the end of the day means that delegates are contending with stresses and workloads accumulated during the working day leaving them fatigued. By contrast a morning meeting means delegates are likely to be wide-eyed and have a slightly fresher disposition.
5. Give the Meeting a Concentration Buffer
Give yourself time to get into a state of concentration – it can take up to 15 minutes to get into the proper frame of mind. It also allows delegates time to get seated and more comfortable – if meeting clients then it is great to get better acquainted and have a quick catch up before the main action starts! It is also essential to give yourself time to set up the meeting room is you are using any audiovisual equipment.
6. Control your Environment
Make sure you are in the right environment – coffee shop meetings sound like a great idea but sometimes lead to very distracting environments. If you have no control over who is walking in and out of your meeting space then these external distractions are going to cause havoc with your delegates.
The same principle applies to other external meeting rooms. If you have organised an external meeting room for the sole purpose of ensuring a quiet and controlled environment then make sure you do your background research first. Is the meeting room in a glass room? Is it sound proofed? Is it near a public walk way? Similarly if you find that your internal meeting rooms are often subject to intrusions from other staff members then perhaps think about moving the meeting to a more secure area.
7. Seating Arrangement
Again distractions are your enemy so making sure your delegates have been assigned appropriate seating can cut down distractions quite significantly. By placing your most important audience members (and those who might be a little bit more prone to distractions) away from doors, phones and windows can help limit distractions. However a surprising tip might be to place those people such that they are facing these distractions – that way they are able to anticipate the distraction allowing them to assess the sounds rather than breaking concentration outright.
8. The Importance of Water
Dehydration is another enemy of concentration. Dehydration is known to effect mental performance with mild dehydration impairing alertness and concentration whilst causing irritability, tiredness and light-headiness. Staying hydrated is important to any business so supplying ample opportunity for drinking water is important.
9. Give them Some Stationary (let them doodle…)
Our last tip is a bit of a controversial one – let delegates doodle! Surprisingly people who doodle are said to be more attentive than those who don’t. This surprising insight comes curtsey of Jackie Andrade, a cognitive psychologist at the University of Plymouth, UK. Andrade conducted an experiment to see whether volunteers who were listening in to a mundane conversation could remember more information when drawing simple shapes compared with those who were instructed not to draw. On average doodles recalled 29% more information than those who did not doodle! Doodling is said to allow people the opportunity to keep on track with a boring (!) task rather than become distracted and entering the daydream state.
By making sure you stay alert, that your environments are free from distraction and that your audience are at their most attentive you can ensure that you get the very most out of any meeting.